TENDER NO. IRA/001/ REGISTRATION OF SUPPLIERS FOR GOODS, WORKS, SERVICES AND CONSULTANCIES FOR FINANCIAL YEAR 2016/2017 AND 2017/2018

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1 FORM A TENDER NO. IRA/001/ REGISTRATION OF SUPPLIERS FOR GOODS, WORKS, SERVICES AND CONSULTANCIES FOR FINANCIAL YEAR 2016/2017 AND 2017/2018 CLOSING DATE: TUESDAY 9 th AUGUST, 2016 AT A.M. Please indicate the item category applied for as follows:- NUMBER:... ITEM DESCRIPTION:... NAME OF SUPPLIER:...

2 TABLE OF CONTENTS PAGE NUMBER TENDER NOTICE REGISTRATION INSTRUCTIONS BRIEF CONTRACT REGULATIONS/GUIDELINES REGISTRATION DATA INSTRUCTIONS REGISTRATION EVALUATION CRITERIA PART I: REGISTRATION DOCUMENTATION PART ll: SUPPLIER DETAILS PART III : COMPANY DETAILS PART VII: PERFORMANCE STANDARDS & FACILITIES PART VIII: MANPOWER PART IX: GENERAL INFORMATION PART X: BUSINESS PROBITY AND LITIGATION HISTORY PART XI: SWORN STATEMENT P age

3 REGISTRATION OF SUPPLIERS FOR GOODS WORKS, SERVICES FOR FINANCIAL YEAR 2016/2017 AND 2017/2018 The Insurance Regulatory Authority (IRA) is a State Corporation established under the Insurance (Amendment) Act, 2006, Cap 487 of the Laws of Kenya to regulate, supervise and develop the Insurance Industry in Kenya. The Authority wishes to invite all eligible, competent and qualified firms to submit applications for purposes of registration for supply of goods, works or services for a period of two financial years from 2016/2017 to 2017/2018 as indicated below:- A. REGISTRATION OF SUPPLIERS FOR FINANCIAL YEAR 2016/ /2018 The Insurance Regulatory Authority (IRA) invites all eligible and qualified firms to submit sealed applications for Registration for the supply of goods, works or services for a period of two years. B. REGISTRATION UNDER PREFERENCE AND RESERVATIONS SCHEME IRA wishes to invite firms owned by Youth, Women and Persons living with Disabilities (YWPD) to register with the Authority for supply of goods, works and services as part of fulfillment of the 30% preference and reservation scheme for the group. In order to be considered for these procurement opportunities, duly registered YWPD firms are required to submit applications for registration for the specified categories of goods, works and services. The items are as follows:- CODE NO. ITEM DESCIPTION ELIGIBILITY CATEGORY A- SUPPLY OF GOODS IRA/A/1 Supply of General Office Supplies & Stores OPEN/YWPD IRA/A/2 Supply and Maintenance of Office Equipment OPEN IRA/A/3 Supply and Maintenance of Office Furniture, OPEN Furnishings and Fittings IRA/A/4 Supply of Printer Toners and Computer Accessories OPEN/YWPD IRA/A/5 Supply of Library Books OPEN IRA/A/6 Supply of Newspapers, Magazines and Periodicals OPEN 3 P age

4 CODE NO. ITEM DESCIPTION ELIGIBILITY IRA/A/7 Supply of Corporate Uniform and Protective OPEN Clothing/Gear IRA/A/8 Supply of Softwares and Associated licenses OPEN (Windows, Microsoft Office, SPSS, Antivirus, DMS, Adobe, Pastel, Memory Soft, etc) IRA/A/9 Supply of Computer Hardware (Computers, Laptops, OPEN Printers, Scanners, Servers, Storage Works, Projectors, Photocopiers, Switches, Ipads, Cisco IP Telephony Equipment, and related Accessories CATEGORY B- PROVISION OF SERVICES AND CONSULTANCIES IRA/B/1 Provision of Air Ticketing Services/Air Travel Agency OPEN (IATA registered only) IRA/B/2 Provision of Graphic Design Services OPEN IRA/B/3 Provision of Media Monitoring, Analysis and Reporting Services IRA/B/4 Translation and Editorial Services (English to Kiswahili and vernacular languages) OPEN OPEN IRA/B/5 Provision of Auctioneering Services OPEN IRA/B/6 Provision of Legal Services OPEN IRA/B/7 Provision of Asset Coding/Tagging and Labelling Services OPEN IRA/B/8 Provision of Public Relations/External Communication Services IRA/B/9 Production of Radio and Television Infomercials/Documentaries IRA/B/10 Provision of Management Consultancy Services (HR, Recruitment, Selection and Training) OPEN OPEN OPEN IRA/B/11 IRA/B/12 IRA/B/13 IRA/B/14 Provision of Hotel Accommodation and Conference Facilities Provision of Repair and Maintenance of CCTV & TV Installation and Accessories Provision of Consultancy for Safety and Health Services Provision of Consultancy Services for Environmental Sustainability OPEN OPEN OPEN OPEN 4 P age

5 The registration documents containing application and submission information requirements of registration may be inspected from the Procurement office located on 10 th Floor, Zep-Re Place, Longonot Road, Upperhill, Nairobi during normal working hours and/or downloaded from our website at or free of charge. Firms wishing to be registered under open category from eligible and qualified firms should download Form A and those under Preference and Reservations group to download Form B. Prospective firms should immediately register their interest to participate in the registration proceedings by sending their names, physical, postal, telephone and contacts to procurement@ira.go.ke. Registration documents must be submitted in plain sealed envelopes clearly indicating Registration Code No. and Item Description and be deposited in the tender box located on 10 th floor Zep-Re Place, Longonot Road, Upperhill, Nairobi or be addressed to: Chief Executive Officer Insurance Regulatory Authority 10 th Floor Zep-Re Place, Longonot Road, Upperhill P.O Box Nairobi, Kenya. Telephone E: mail: procurement@ira.go.ke Website: http// so as to be received on or before Tuesday 9 th August, 2016at11:00 a.m. Applications for registration will be opened immediately thereafter in the Big Training Room on 10 th floor in the presence of applicants representatives who choose to attend. COMMISSIONER OF INSURANCE & CHIEF EXECUTIVE OFFICER 5 P age

6 GENERAL INSTRUCTIONS 1) You are requested to provide particulars as indicated in part II, III, IV, V, VI of this form as accurately as possible and where space provided is not sufficient, please use a separate sheet of paper and attach to this form. 2) IRA attaches great importance to correct information given. If the information given is found to be incorrect in any respect, the applicant shall be rendered ineligible for registration/deregistered. 3) IRA reserves the right to visit and inspect business premises of all the applicants to verify information provided. 4) All the information provided would be treated as confidential. 5) This Registration Document is eligible for one Item Code which should be clearly written at the top of the form. 6) Your Registration documents should be submitted properly bound (spiral/velo), filled and page numbered. IRA shall not be responsible for Loss of documents not bound (loose). 6 P age

7 1. REGISTRATION INSTRUCTIONS 1.1 Introduction The Insurance Regulatory Authority (IRA) would like to invite interested candidates who must qualify by meeting the set criteria as provided by the IRA to perform the contract of supply and delivery or provision of goods and services to IRA. 1.2 Registration Objective The main objective is to supply and deliver assorted items and also provide services under relevant tenders/quotations to IRA on as and when required during the stated period. 1.3 Invitation of Registration Suppliers registered with Registrar of Companies under the Laws of Kenya in respective merchandise or services are invited to submit their Registration documents to The Chief Executive Officer IRA, so that they may be registered for submission of quotations/ restricted tender as appropriate. Bids will be submitted in complete lots singly or in combination. The prospective suppliers are required to supply mandatory information for registration. 1.4 Experience Prospective suppliers and contractors must have carried out successful supply and delivery of similar items/services to Government/Corporation/ institutions of similar size. Potential suppliers/contractors must demonstrate the willingness and commitment to meet the registration criteria. 1.5 Registration Document This document includes questionnaire forms and documents required of prospective suppliers. 1.6 In order to be considered for registration, prospective suppliers must submit all the information herein requested. 7 P age

8 1.7 Distribution of Registration Documents A copy of the completed registration data and other requested information shall be submitted to reach:- The Chief Executive Officer, Insurance Regulatory Authority, 10 th Floor Zep-Re Place, Longonot Road, Upperhill P.O. Box , NAIROBI, KENYA. Tel: procurement@ira.go.ke Website: http// Not later than Tuesday 9 th August, 2016 at 11:00 a.m. 1.8 Questions Arising from Documents Questions that may arise from the registration documents should be directed to the following address: Manager, Procurement Insurance Regulatory Authority, P.O. Box , NAIROBI. procurement@ira.go.ke 1.9 Additional Information The Insurance Regulatory Authority reserves the right to request submission of additional information from prospective bidders Request for quotations/ restricted tenders will be made available only to those bidders whose qualifications are accepted by Insurance Regulatory Authority after scoring a minimum of 70% after the completion of the registration process. 8 P age

9 2. BRIEF CONTRACT REGULATIONS/GUIDELINES 2.1 Taxes on Imported Materials The Supplier shall pay custom duty, VAT and all other taxes as required by the law. 2.2 Customs Clearance The contractors shall be responsible for custom clearance of their imported goods and materials. 2.3 Contract Price The contract shall be of unit price type or cumulative of computed unit price and quantities required. Quantities may increase or decrease as determined by demand on the authority of the Chief Executive Officer. Prices quoted should be inclusive of all delivery charges. 2.4 Payments All local purchase shall be on credit of a minimum of thirty (30) days or as may be stipulated in the Contract Agreement. 3. REGISTRATION DATA INSTRUCTIONS 3.1 Registration data forms The attached questionnaire forms described as part II, III, IV, V, VI, VII, are to be completed by prospective suppliers/contractors who wish to be registered for submission of tender for the specific tender The registered application forms which are not filled out completely and submitted in the prescribed manner will not be considered. All the documents that form part of the proposal must be written in English and indelible ink. 3.2 Qualification It is understood and agreed that the registration data on prospective bidders is to be used by Insurance Regulatory Authority in determining, according to its sole judgment and discretion, the qualifications of prospective bidders to perform in respect to each tender item/category as described by the client. 9 P age

10 3.2.2 Prospective bidders will not be considered qualified unless in the judgment of Insurance Regulatory Authority they posses capability, experience, qualified personnel available and suitability of equipment and net current assets or working capital sufficient to satisfactorily execute the contract for goods/services. 3.3 Essential Criteria for Registration (a) Experience: Prospective bidders shall have at least 2 years experience in the supply of goods, and 5 years in the case of Consultancy services and allied items in case of potential supplier/contractor should show competence, willingness and capacity to service the contract. Consultants shall be required to have indemnity cover with reputable insurance Company. (b) Prospective supplier requires special experience and capability to organize supply and delivery of items, or services at short notice. (c) IRA reserves to request for additional qualification information as the tender/quotation stage to suit particular procurement Personnel The Suppliers/Contractors/Consultants shall provide pertinent information to demonstrate that they have qualified staff to carry out the assignment. CVs of the key personnel for individual or group to execute the contract may be indicated in part VIII Financial Condition The Supplier s financial condition will be determined by latest financial statement submitted with the registration documents as well as letters of reference from their bankers regarding suppliers/contractors credit position. Potential suppliers/contractors will be registered on the satisfactory information given Special consideration will be given to the financial resources available as working capital, taking into account the amount of uncompleted orders on contract and now in progress. Data to be filled/ provided on Part II. 10 P age

11 However, potential bidders should provide evidence of financial capability to execute the contract Past Performance Past performance will be given due consideration in registering bidders. Letter of reference from past customers should be included in part V. 3.4 Statement Application must include a sworn statement on part VII by the Tenderer ensuring the accuracy of the information given. 3.5 Withdrawal of Registration. Should a condition arise between the time the firm is registered to bid and the bid opening date which could substantially change the performance and qualification of the bidder or the ability to perform such as but not limited to bankruptcy, change in ownership or new commitments, IRA reserves the right to reject the tender from such a bidder even though they have been initially registered. 3.6 The firm must have a fixed Business Premise and must be registered in Kenya, with certificate of Registration, Incorporation, and certificate of registration for Youth, Women and Persons with Disabilities The firm must show proof that it has paid all its statutory obligations and have Valid Tax Compliance Certificate from the Kenya Revenue Authority (KRA). 4. EVALUATION CRITERIA A: PRELIMINARY EVALUATION (MANDATORY REQUIREMENTS) Requirements Score 1 Copy of Certificate of Registration/Incorporation Mandatory 2 Copy of VAT Registration Certificate Mandatory 3 Copy of PIN Registration Certificate Mandatory 4 Copy of Valid Tax Compliance Certificate Mandatory 5 Air Travel firms must be registered with IATA and any Mandatory other relevant bodies 6 Single Business Permit from County Government Mandatory 7 Evidence of physical registered office Attach utility bill Mandatory 11 P age

12 e.g. Electricity/water bill etc or tenancy agreements B: TECHNICAL EVALUATION Requirements (submit PART Score (%) evidence) No. 1 Registration Documentation I 25 2 Supplier Pre-qualification Data II 5 3 Financial Position III 20 4 Manpower/Key Personnel V 20 5 Past Performance & Experience VI 25 6 Litigation History/Disclosure VII 5 Total 100 The minimum score to qualify for prequalification shall be 70%. Applicants who will not meet this minimum score shall be disqualified at this stage. 12 P age

13 PART I: REGISTRATION DOCUMENTATION All firms must provide copies of the following: - 1. Copies of Certificate of Incorporation/Partnership deed/business registration 2. Copy of VAT Registration Certificate 3. Valid Tax Compliance Certificate from Kenya Revenue Authority 4. Copies of PIN Certificate of firm/company/individual 5. Copy of current Single Business Permit from County Government 6. Copies of relevant registration certificates/permits/licenses specific to your line of business from applicable bodies e.g. Ministry of Public Works, IATA, ERC, CCK, AAK, MISK, CCK, LSK, ACPAK, ACPSK, ISPAK, Pest Control Board etc. 7. Current letters of recommendation from previous organizations served (provide at least four). 8. Copies of current practicing Certificates for all professionals where applicable from relevant/applicable bodies. 9. Where registration for service provision is mandatory, the firm must attach evidence of valid registration certificate with relevant Professional bodies/authorities. 10. CVs for Senior Staff for Consultancy Services 11. Evidence of physical registered office Attach utility bill e.g. Electricity/water bill etc or tenancy agreements 13 P age

14 PART II 1. SUPPLIER PREQUALIFICATION DATA A. Business Name Pin No. VAT Reg. No (Attach copy registration certificate) B. Address P.O. Box...Postal Code...City/Town. Telephone Nos. Mobile Nos. Fax No.. Address:... Website address (If any). C. Physical Address Business Location... Name of building. Plot No. Road/Street Name... Floor No. Room No COMPANY DETAILS A Sole Proprietor Your name in full.... Age.. Nationality... Country of origin. *Citizenship details P age

15 B Partnership Given details of partners as follows: Name Nationality Citizenship Details Shares C Registered Company: Private or Public... State the nominal and issued capital of company- Nominal Kshs... Issued Kshs... Given details of all directors as follows:- Name Nationality Citizenship Details Shares *If Kenya Citizen, indicate under Citizenship Details whether by Birth, Naturalization or Registration D. Registration with Registrar of Companies 1) Date of Registration Registration No. 2) Registration with Ministry of Public Works (Attach copy/copies of registration certificate) Date of Registration Registration No. Present Category (Attach copy/copies of current registration certificate) 3) Registration with any other bodies/authority relevant to your line of business e.g. AAK, MISK, CCK, LSK, ERC, ACPAK, ACPSK, ISPAK, etc 15 P age

16 Date of Registration Registration No. A. Present Category Current Practising Certificates ((Attach copy) (Attach a copy/copies of registration certificates) 3. TRADE LICENCES Single Business Permit held City Council of Nairobi /County Government/Municipality Councils 1) Licence No.. Expiry Date.. Licensed for... Current Trade Licence Ministry/Statutory Commissions/Regulatory Commissions etc 1) Licence No. Expiry Date.. 2) Licence No... Expiry Date.. 3) Licence No... Expiry Date. (Attach copy/copies of registration certificate) 4. NATURE OF BUSINESS A. Please list the goods or services you provide specific to item Code, Item Description applied for: A.... B. For Contractors, state your area of specialisation specific to item Code, Item Description applied for: - 1) 2) 3) PART III: FINANCIAL POSITION / INVESTMENT A. Company s Capital 1) Authorised Shares Ksh 2) Issued Shares Ksh. B. Partnership & Sole Proprietorship: 16 P age

17 Total Investment: Kshs. NB: Provide and attach certified audited financial statements for the previous (latest) two years and/or bank statements for the last one year certified by the issuing bank as proof of ability to execute the items applied for. C. Maximum value of business which you can handle at any time.. D. State terms of payment in preference order A. ii) iii) Note: IRA prefers payment to be made within 30 days after delivery of goods/services. 17 P age

18 PART IV: PERFORMANCE STANDARDS & FACILITIES A. Space 1) Factory Sq.ft. Owned or rented 2) Godown Sq.ft. Owned or rented... 3) Office Sq.ft. Owned or rented B. Machinery 1) You own or lease 2) Approximate value Ksh (Provide and attach a list of key plant/equipment for the execution of the works) 3) State extent to which you would have to sub-contract work 4) Are you certified by any Quality Assurance Body? If so, give the standard and name (Attach copies of the accreditation) PART V: MANPOWER a) Name of Chief Executive Officer/Principal Officer b) How many staff does your organization have?. c) Indicate the number in each category: (i) Technical (Permanent.. Temporary.) (ii) Semi Skilled ( Permanent Temporary ) d) Please describe generally the experience and expertise your organisation posses that will generally enable you to effectively and efficiently undertake the Consultancy services that you are applying for as required by IRA. Attach CV's of key professional/technical personnel in the following format. Name 18 P age

19 Age Academic Qualification Under graduate Post graduate Diploma High School Professional Qualification.. (Attach Certificates if any) Length of service with the firm Position held. 19 P age

20 PART VI: PAST PERFORMANCE & EXPERIENCE a) Please provide at least four (4) major supplies/projects/assignments you have undertaken relevant to the job you are bidding for performed over the last three (3) years, 1. Name of 1 st Client (Organization) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization).. iv) Telephone No. of Client v) Value of Contract vi) Duration of Contract (date).. (Attach documental evidence of existence of contract) 2. Name of 2 nd Client (organization) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization).. iv) Telephone No. of Client v) Value of Contract. vi) Duration of Contract (date).. (Attach documental evidence of existence of contract) 20 P age

21 3. Name of 3 rd Client (organization) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization).. iv) Telephone No. of Client v) Value of Contract vi) Duration of Contract (date).. (Attach documental evidence of existence of contract) 4. Name of 4 th Client (organization) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization).. iv) Telephone No. of Client v) Value of Contract vi) Duration of Contract (date).. (Attach documentary evidence of existence of contract) 21 P age

22 b) Trade References Attach at least four (4) current letters of recommendation from reputable organisations that you have supplied goods, works/service for the last three years. c) Name and address of your Bankers d) Have you ever had an order/contract issued and cancelled in whole or part by IRA? Yes/No If yes give reasons for cancellation e) Do you have any objection in IRA obtaining a confidential financial report from your bankers? f) Has your company ever been involved in litigation/arbitration with clients/consultants? If yes, give details.. PART VII: BUSINESS PROBITY AND LITIGATION HISTORY Please confirm whether any of the following criteria applies to your organization: Note that failure to disclose information relevant to this section may result in your exclusion as a potential IRA supplier. No. PARTICULARS RESPONSE 1 Is the organization bankrupt or being wound up, having its affairs administered by the court, or have entered into an arrangement with creditors, suspended business activities or any analogous situation arising from similar proceedings in Kenya or the country in which it is established? 2 Please provide a statement of any material pending or threatened 22 P age

23 litigation or other legal proceedings where the claim is of a value in excess of Kshs 500,000/= 3 Has any partner, director or shareholder been the subject of corruption or fraud investigations by the police, Ethics and Anti- Corruption Commission or similar authority in the country in which your organization is established? 4 Has the organization not fulfilled obligations relating to the payment of any statutory deductions or contributions including income tax as required under Kenyan law? 5 Please state if any Director / Partner and / or Company Secretary of the Organization has a close relative who is employed by IRA and who is in a position to influence the award of any supply. For purpose of registration process close relative refers to parents, siblings spouse or children 6 Please indicate if your firm or any of your directors/ partners has ever been debarred/ deregistered by the Public Procurement Regulatory Authority (formerly PPOA) PART VIII: SWORN STATEMENT I declare that to the best of my knowledge the answers submitted in this registration questionnaires (and any supporting documentation) are correct. I understand that any misrepresentation will render my organization ineligible to participate in any future business activities with Insurance Regulatory Authority (IRA). Having studied the registration information for the above provision of goods, works or services applied for I hereby state: 23 P age

24 1. The information and answers furnished in this registration questionnaire form (and any supporting documentation) are correct to the best of our knowledge and I understand that any misrepresentation will render my organization ineligible to participate in any future business activities with Insurance Regulatory Authority. 2. That in case of being registered we acknowledge that this grants us the right to participate in due time in the submission of a tender or quotation on the basis of provisions in the tender or quotation documents to follow. 3. We enclose all the required documents and information required for the registration evaluation. 4. We will not engage in corrupt practices with the Authority/Members of Staff. 5. We have not been debarred from participating in Public Procurement Proceedings. Date: FORM COMPLETED BY Name: Signature: Stamp or seal (Full name and designation of the person signing and stamp or seal) 24 P age